Leasing & Marketing Coordinator

1 month ago

Philadelphia, United States Acquaint Recruiting Full time

Acquaint Recruiting has been engaged by Ensemble Investments to hire a Leasing & Marketing Coordinator. The Leasing and Marketing Coordinator will be based out of the Philadelphia Navy Yard office supporting the leasing and marketing of the Philadelphia portfolio with currently includes over 1 million square feet of office, life science, garage and retail space, in addition to two office buildings in King of Prussia. The buildings are Class A, single and multi-tenant facilities.


The ideal candidate will play a vital role in supporting leasing operations, enhancing marketing efforts, and managing events at the Ensemble Philadelphia office and Marketing Center. This position is designed to help drive efficiency, production, and organization within the Philadelphia office. The role blends marketing, customer service, administration functions, leasing support, and event coordination. The ideal candidate is detail-oriented, self-motivated, and thrives in a dynamic, fast-paced environment. They will have strong organizational and multitasking abilities, with a keen focus on prioritizing multiple projects and deadlines.


DUTIES:

Leasing Support

  • Document Preparation: Assist the leasing team by drafting and editing leasing proposals, presentations, and related agreements, ensuring all documents meet high standards of accuracy and professionalism.
  • Data Management: Maintain leasing files and organize essential records, including proposals, agreements, and ongoing leasing activities. Update internal databases (such as View the Space) and contact lists to accurately document tenant information, client interactions, and prospective leads.
  • Financial and Activity Reporting: Prepare leasing activity reports and occupancy metrics to help drive decision-making.
  • Tour Coordination: Schedule, coordinate, and participate in (when required) property tours, working with Property Management to arrange any necessary support from Building Engineers or other staff.
  • Client Communication: Respond to inquiries and handle correspondence on behalf of the Vice President, Leasing and Development, providing clients with accurate, timely information about availabilities within Ensemble’s portfolio.

Marketing and Event Coordination

  • Marketing Material Management: Support marketing campaigns by assisting with creating and organizing materials, including print collateral, digital content, leasing boards, and promotional items. Ensure that marketing assets are up-to-date and effectively represent Ensemble’s brand.
  • Event Planning and Setup: Use established checklists to plan and coordinate events in the Marketing Center, collaborating with the Marketing team to ensure smooth execution. Manage event logistics, including ordering/picking up food as necessary, securing event agreements, certificates of insurance, and ensuring compliance with policies.
  • Cross-Team Collaboration: Work closely with other departments, such as Property Management and Marketing, to ensure all aspects of events, tours, and client visits align with Ensemble’s standards of service and presentation.

General Administrative Support

  • Calendar and Schedule Management: Maintain event and meeting calendars, coordinate executive appointments, and manage schedules to prevent conflicts and maximize productivity.
  • Invoice Processing: Review and process invoices for leasing and marketing services, verifying accuracy and ensuring timely payment.
  • Office Coordination: Provide backup support on an as-needed basis for the Office and Property Management Coordinator by assisting with meeting room setup, answering phones, and operating technology equipment in meeting rooms and the Marketing Center.
  • Executive Assistance: Assist executives with daily administrative needs, including scheduling, managing incoming mail, handling phone calls, preparing meeting materials, expense reporting, coordinating travel arrangements and food/coffee for meetings as required.


REQUIRED SKILLS:

  • Leadership and Management: Demonstrate leadership qualities and the ability to effectively manage projects and priorities within a fast-paced environment.
  • Organizational Skills: Exceptional organizational abilities for maintaining records, managing files, and handling multiple concurrent tasks.
  • Communication: Proficient in composing, proofreading, and editing professional correspondence, with a high standard for grammar and spelling.
  • Adaptability and Problem Solving: Ability to work independently and exercise sound judgment.
  • Technical Skills: Proficient in Microsoft Word, Excel, PowerPoint, and Outlook, with intermediate to advanced skills in each. Knowledge of Yardi or similar property management software is a plus.
  • Confidentiality: Maintains a high level of discretion, especially in handling sensitive information and confidential communications.
  • Attention to Detail: Exercises exceptional attention to detail in all tasks to ensure accuracy and consistency.

ADDITIONAL REQUIREMENTS:

  • Valid driver’s license and vehicle insurance.
  • High school diploma or equivalent required; post-secondary education or experience in leasing or property management is a plus.

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